How to Respond to an Email With a Thank You

Did someone write you a nice note, answer a question that you asked, etc? If so, it is important to be polite to the person by saying "thank you".

Steps

  1. Image titled Respond to an Email With a Thank You Step 1
    1
    In all email clients, there is a reply button (normally located in the upper left corner). Click on "reply"
  2. 2
    Know who you're sending it to. If you're sending the thank you to a friend, you can be more informal. If you're sending the thank you to your boss, you will need to be more formal.
    • Also, you need to know how many people you're sending it to. You can't send an email directed to one person when it's supposed to go to 10 people.
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  3. Image titled Respond to an Email With a Thank You Step 3
    3
    Properly thank this person for their thoughtfulness in the body of your email. Although a simple "thank you" may suffice for some emails, many more will require more effort on your part. Here are a few pointers:
    • Be specific. State why you are thanking the person; for example, you could say "Thank you for answering my question. Your assistance is very much appreciated".
    • Be brief. You don't want them to have to spend 15 minutes reading your lengthy thank-you note.
    • Use proper grammar and punctuation.
    • Smile. Much like a phone call, the reader can "hear" a smile in an email.
  4. Image titled Respond to an Email With a Thank You Step 4
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    When finished with the body of your message, click "send".
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Community Q&A

  • Question
    How do I space properly?
    CaTsArEsOcUtE
    CaTsArEsOcUtE
    Community Answer
    With one space.
  • Question
    How can I reply to someone saying thanks professionally?
    Community Answer
    Community Answer
    You could try writing something like: "On behalf of our team, I would like to express our sincerest gratitude for your efforts and excellent support provided for the tax advice that has enabled us to get a good tax assessment. Thank you for your gracious hospitality and professionalism."
  • Question
    How do I reply to a thank-you message?
    Community Answer
    Community Answer
    Acknowledge the sender by saying "You're welcome." Tell the sender how you benefited from the task or project referenced. Keep it brief, but make sure to express your appreciation. Adopt a warm, personable tone.
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About This Article

Tami Claytor
Co-authored by:
Tami Claytor
Etiquette Coach
This article was co-authored by Tami Claytor. Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been viewed 113,104 times.
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Co-authors: 15
Updated: March 20, 2023
Views: 113,104
Categories: Writing Emails
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